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Enabling Smart Notes

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Some of the functionality described in this article is available as part of our Fiano release and will not be available if your Practifi instance is not upgraded to this release. 

Overview

Smart Notes is Practifi's structured client documentation system, designed to help wealth management firms capture, organize, and act on client interactions consistently and precisely. With features such as reusable templates, content blocks, division-level access controls, and collaboration tools, Smart Notes provides your team with a reliable foundation for compliant, high-quality client documentation.

This article is intended for Practifi Administrators and covers configuring and managing Smart Notes settings, including templates, content blocks, categories, division access, notifications, and permissions. It also includes optional steps for adding Smart Notes to the navigation menu, the utility bar, and custom page layouts.

Please note: This article includes instructions for adding the Smart Notes component to custom page layouts. To learn how to hide Smart Notes from page layouts, see Disabling Smart Notes. 

Accessing Smart Notes Settings

Smart Notes Settings are accessible to Practifi Administrators through the standard System Administrator profile. This provides the entry point for initial setup and ongoing administration of Smart Notes configuration. System Administrators have access to all eight settings sections and can assign additional Smart Notes-specific permissions to other users through the Permissions section as needed.

To access Smart Notes settings:

1. Click the App Launcher in the upper left-hand corner of the Practifi screen and select Settings.
 


2. In the Settings app, click the caret next to the Navigation menu, scroll down, and select Smart Notes.
 

Understanding Smart Notes Settings

The Smart Notes page in the Settings app is organized into eight tabs, each focused on a specific aspect of configuration:

  1. Templates: Create and manage reusable note templates. Templates serve as starting points for Smart Notes and can include both static content and dynamic content blocks.
  2. Content Blocks: Create and manage reusable content components that can be embedded into templates or added directly into Smart Notes from the editor.
  3. Division Access: Control which divisions in your organization can access specific templates and content blocks. This allows you to restrict sensitive content to appropriate teams.
  4. Categories: Create and manage categories to organize Smart Notes, templates, and content blocks. Categories help users quickly find and filter relevant content.
  5. Notifications: Configure how users are notified when they are mentioned in Smart Notes. Includes both system-wide settings and individual user preferences.
  6. Permissions: Assign Smart Notes permissions to users and groups. Controls who can create and edit templates, manage content blocks, and access different parts of the Smart Notes feature.
  7. Automation: Toggle to enable automatic Smart Note creation from logged Call descriptions.
  8. Migration: Convert legacy Salesforce Notes and activity descriptions (from Tasks, Calls, and Events) into Smart Notes using centralized migration tools.

Smart Notes Call Automation

Smart Notes includes a setting that can be configured in the Automation tab of its settings. When the Auto-Create Smart Note from Call setting is enabled, a Smart Note is automatically created any time a call with a description is logged. 

The content of the Description field is transferred to a Smart Note and removed from the Description field on the Call record, preserving the information in a more structured format. Practifi Administrators can enable or disable this behavior via a toggle on the Automation tab in the Smart Notes Settings app page.

2026-02-18_14-20-06.png

As of the Blaufränkisch release, Smart Notes created from Tasks and logged Calls automatically roll up to the related Entity record (such as the associated client, account, or contact), allowing users to see all relevant notes in one place. This automation runs by default and does not require enablement. 

Template Management

Understanding Templates

Templates provide reusable starting points for creating Smart Notes. When users create a Smart Note and select the Use a Template option, they choose from the templates that admins create and manage from the Templates tab.

All templates are created using the same process: you define the template's basic information (name, description, status) and division access, then use the Template Editor to compose the actual template content. Within the editor, you can write static text, add formatting, insert images, create tables, and embed content blocks as placeholders.

Using the Templates Tab

The Templates tab displays a searchable list of templates on the left-hand side of the screen and detailed information about the selected template on the right-hand side. Templates are sorted by last modified date, displaying the most recently updated template first.

  • Action Buttons: Three buttons appear at the top of the Templates screen when a template is selected:
    • Edit: Opens the Edit Template popup window, where you can modify template properties and division access.
    • Clone: Creates an exact copy of the template for customization.
    • Delete: Permanently removes the selected template.
  • Template List: Search for specific templates by name and select any template to view its details. Each template card displays the template name, its current status (Draft, Published, or Archived), a category badge (if assigned), and a lock icon for system-provided templates that cannot be edited.
  • Template Details: When you select a template, the right side shows detailed information organized into sections:
    • Description: Displays the description of the template.
    • Division Access: Shows whether the template is available to all divisions or restricted to specific divisions, with a list of divisions that have access.
    • History: Shows the created date, last modified date, and a chronological log of modifications made to the template for audit purposes.
    • Content: Displays a preview of the actual template content as it will appear to users, with an Edit button. Clicking the Edit Content button opens the template editor, where you can make changes.

Creating a Template

To create a Smart Notes template:

  1. From the Templates tab, click the New button at the top of the template list.


     
  2. In the New Template window, enter the following information on the Basic Details tab:
    1. Template Name: This name is displayed in the Create Smart Note window when a user creates a Smart Note from a template. This field has an 80-character limit.
    2. Status: Defaults to Draft. This can be changed to Published or Archived.
    3. Category: Optionally, click the Category drop-down field to assign a category to the template. Categories help organize and filter templates in your organization. If no category is assigned, the template will appear under Uncategorized.

    4. Description: Enter a detailed explanation of the template's purpose. This appears in the preview when a user clicks on the template name in the Create Smart Note window.

       

  3.  Optionally, click the Division Access tab to control which divisions in your organization can access the template. If the template has no divisions assigned, then all users can access it. Drag and drop one or more divisions from the Available area to the Selected area to restrict access.
     

    5. Click Save & Edit Content to create the template and open the Template Editor.

    6. In the Template Editor, you can use the toolbar to add paragraph styles, formatting, hyperlinks, images, and tables. You can also click <ENTER> in the editing area to add content blocks to the template.


     

    7. When you're done editing the template, click Save in the upper right-hand corner of the editor.

Publishing a Template

By default, templates are saved as drafts. Changing a template's status to Published makes it visible to end users. To publish a template:

  1. On the Templates tab, click on the template's name in the list and click Edit.
     

     

  2. In the Edit Template window, click the Status drop-down field and select Published.
     

     

  3. Click Save. The screen refreshes, and a green Published badge appears next to the template's name.

     

Archiving a Template

When a template is archived, it will no longer be available for use. To archive a template:

  1. On the Templates tab, click on the template's name in the list and click Edit.

     

  2. In the Edit Template window, click the Status drop-down field and select Archived.

     

  3. Click Save. The screen refreshes, and an Archived badge appears next to the template's name.

Deleting a Template

For record-keeping purposes, we recommend archiving templates when they're no longer needed.

To permanently remove a template:

  1. On the Templates tab, select the template you want to delete, then click the Delete button.

  2. You will be asked to confirm the action. Click Delete.

     

Content Block Management

Understanding Content Blocks

Content blocks are reusable components that can be embedded in Smart Notes templates or added directly to a note in the Smart Notes Editor. Content blocks enable you to create standardized content that maintains consistency across your organization while saving time on repetitive content creation. You can add formatted text, hyperlinks, and images in the Content Block Editor.

Using the Content Blocks Tab

The Content Blocks tab displays a searchable list of content blocks on the left-hand side of the screen and detailed information about the selected content block on the right-hand side. Content blocks are sorted by last-modified date, displaying the most recently updated block first.
 

 

  • Action Buttons: Three buttons appear at the top of the Content Blocks screen when a content block is selected:
    • Edit: Opens an edit window to modify content block properties and division access.
    • Clone: Creates an exact copy of the content block for customization.
    • Delete: Permanently removes the selected content block.
  • Content Block List: Search for specific content blocks by name, then select any to view its details. Each content block card displays the content block name, type, current status (Draft, Published, or Archived), a category badge (if assigned), and a lock icon for system-provided content blocks that cannot be edited.
  • Content Block Details: When you select a content block, the right side shows detailed information organized into several sections:
    • Description: Displays the description of the content block.
    • Division Access: Shows whether the content block is available to all divisions or restricted to specific divisions, with a list of divisions that have access.
    • History: Shows the created date, last modified date, and a chronological log of modifications made to the content block for audit purposes.

Creating a Content Block

To create a Smart Notes content block:

  1. From the Content Blocks tab, click the New button at the top of the content block list.

     

  2. Click to create your content using the AI-Generated option or the Predefined Text option.

  3. In the New Content Block window, enter the following information on the Basic Details tab:
    • Name: This name is displayed in the Add Content Block window that launches from the Template Editor or Smart Note Editor. This field has an 80-character limit.
    • Status: Defaults to Draft. This can be changed to Published or Archived.
    • Category: Optionally, click the Category drop-down field to assign a category to the content block. Categories help organize and filter content blocks in your organization. If no category is assigned, the content block will appear under Uncategorized.

    • Description: Enter a detailed explanation of the content block. This appears in the Add Content Block window when a user selects the content block.

       

  4. Optionally, click the Division Access tab to control which divisions in your organization can access the content block. If the content block has no assigned divisions, all users can access it. Drag and drop one or more divisions from the Available area to the Selected area to restrict access.

     

  5. Click Save & Edit Content to create the content block and open the Content Block Editor.
  6. In the Content Block Editor, you can use the toolbar to add paragraph styles, formatting, hyperlinks, images, and tables.

  7. When you're done editing the content block, click Save in the upper right-hand corner of the editor.

     

Publishing a Content Block

By default, content blocks are saved as drafts. Changing a content block's status to Published makes it visible to end users. To publish a content block:

  1. On the Content Blocks tab, click on the content block's name in the list and click Edit.

     

  2. In the edit window, click the Status drop-down field and select Published.

     

  3. Click Save. The screen refreshes, and a green Published badge appears next to the content block's name.

     

Archiving a Content Block

When a content block is archived, it will no longer be available for use. To archive a content block:

  1. On the Content Blocks tab, click on the content block's name in the list and click Edit.

     

  2. In the edit window, click the Status drop-down field and select Archived.

     

  3. Click Save. The screen refreshes, and an Archived badge appears next to the content block's name.

     

Deleting a Content Block

For record-keeping purposes, we recommend archiving content blocks when they're no longer needed.

To permanently remove a content block:

  1. On the Content Blocks tab, select the content block you want to delete, then click the Delete button.
     

     

  2. You will be asked to confirm the action. Click Delete.

     

Category Management

Understanding Categories

Categories provide a way to organize Smart Notes, templates, and content blocks into logical groups. This makes it easier for users to find relevant content and helps maintain a well-organized content library as your organization grows.

The system supports two category types:

  • Library categories: Used for organizing templates and content blocks
  • Note categories: Used for organizing Smart Notes

Please note: Library categories and Note categories are separate, independent systems. When you create a Smart Note from a template, the template's Library category does not automatically transfer to the Smart Note. Users must manually assign Note categories to Smart Notes.

When you create categories, you can assign them custom names, descriptions, and colors (21 color options available). Categories appear as colored badges on Smart Notes, templates, and content blocks throughout the interface, making it easy to identify content at a glance.

If no categories are assigned to content, it remains accessible and can be filtered under the All Categories or Uncategorized views. This means you can progressively categorize existing content without disrupting current workflows.

Using the Categories Tab

The Categories tab displays a searchable list of categories on the left-hand side of the screen, along with detailed information about the selected category on the right-hand side. Categories are sorted alphabetically by name.

  • Category List: Search for specific categories by name and select any category to view its details. Each category card displays the category name, type (Library or Note), status (Active or Archived), and its assigned color.
  • Action Buttons: Two buttons appear at the top of the Categories screen when a category is selected:
    • Edit: Opens an edit window where you can modify the category name, description, color, type, or status.
    • Delete: Permanently removes the selected category. The system shows a warning with usage counts before deletion. Deleting a category sets all records using it to "None."
  • Category Details: When you select a category, the right side shows detailed information, including:
    • Description: The category's description.
    • Details: The assigned color and status.
    • History: When the category was created and last modified.

Creating a Category

To create a category:

  1. From the Categories tab, click the New button at the top of the category list.

  2. In the New Category window, enter the following information:
    • Category Name: The category name that will display on badges and in filter lists. This field has an 80-character limit.
    • Type: Select either Library (for templates and content blocks) or Note (for Smart Notes).
    • Description: Enter a detailed explanation of the category's purpose and when it should be used.

    • Color: Choose a color for the category badge from the 21 available options.

      2026-02-18_16-51-47.png
  3. Click Save.

Editing a Category

To edit a category:

  1. On the Categories tab, select the category you want to edit.

  2. Click the Edit button.

    2026-02-18_16-52-53.png
  3. Update the category details as needed.

  4. Click Save.

    2026-02-18_16-54-05.png

Archiving a Category

When a category is archived, it will no longer appear in filters or selection lists, but existing category badges on records remain visible until manually updated. To archive a category:

  1. On the Categories tab, click on the category's name in the list and click Edit.

  2. In the edit window, click the Status drop-down field and select Archived.

    2026-02-18_16-55-09.png
  3. Click Save.

 

Deleting a Category

For record-keeping purposes, we recommend archiving categories when they're no longer needed.

To permanently remove a category:

  1. On the Categories tab, select the category you want to delete, then click the Delete button.
  2. You will see a warning showing how many records are currently using this category. Deleting the category will set all those records to None. Click Delete to confirm.

Please note: Administrators must create categories (see the previous section, Creating a Category) before users can assign them. Existing records remain accessible without categories and can be categorized progressively.

Division Access Management

Understanding Division Access

On the Division Access tab, you can control which teams in your organization can access specific templates and content blocks. This enables you to restrict sensitive or specialized content to appropriate teams while making general-purpose content available to everyone.

The access control system works on a simple principle: if no divisions are assigned to a template or content block, it is available to everyone in your organization. If one or more divisions are assigned, only users who belong to those divisions can access it.

When you create new templates or content blocks without assigning any divisions, they are automatically available to all users in your organization. This is the default behavior and is appropriate for general-purpose content that everyone can use.

When you assign one or more divisions to a template or content block, it becomes restricted and is only available to users who belong to at least one of the assigned divisions. Users who belong to multiple divisions can access content from all of their assigned divisions.

The Division Access section provides a division-centric view where you select a division and see everything it can access. This approach makes it easy to review and manage a team's access to Smart Notes content, ensuring they have access to the templates and content blocks they need while maintaining appropriate restrictions.

You can also manage access from the Templates and Content Blocks sections by editing individual items and configuring their settings on the Division Access tab. Both approaches achieve the same result, allowing you to choose the management perspective that best suits your workflow.

Using the Division Access Tab

The Division Access tab displays a searchable list of divisions on the left-hand side of the screen and detailed access information for the selected division on the right-hand side. Divisions are sorted alphabetically by name.

Search for specific divisions by name and select any division to view its access details. Each division card shows the division name, summary counts for members, and accessible templates and content blocks.

When you select a division, the right side shows detailed information organized into several cards:

  • Members: Lists all users assigned to the division with links to their User records.
  • Templates: Displays a list of templates this division can access, separated into Division-Specific (restricted to the selected division) and Global (available to everyone).
    • The Templates section includes an Edit button you can click to modify which templates the selected division can access.
  • Content Blocks: Displays a list of content blocks the selected division can access, separated into Division-Specific (restricted to the selected division) and Global (available to everyone).
    • The Content Blocks section includes an Edit button you can click to modify which content blocks the selected division can access.

Notification Management

Understanding Notifications

Notifications alert users when they are @mentioned within Smart Note content. @mentions in Smart Noters comments use Chatter's standard notification system and are controlled by users' Chatter notification settings, not Smart Notes notification settings.

The Notifications tab has organization-wide controls and individual user settings. Smart Notes supports both system notifications (in-app) and email notifications.

Using the Notifications Tab

The Notifications tab has two sections:

  • General Settings: Two organization-wide toggles control whether system notifications and email notifications are enabled. When disabled, these act as master switches, overriding all individual user preferences.
  • User Preferences: A searchable table lists all users, with individual toggles for system and email notifications. You can use the checkboxes in the header row to enable or disable notifications for all users simultaneously. 

 

Please note: Users can be opted out of notifications when they are enabled organization-wide, but they cannot be opted in when notifications are disabled organization-wide.

Permission Management

Understanding Smart Notes Permissions

Smart Notes utilizes multiple permission levels to control what users can do with the feature. There are administrative permissions that control access to templates and content blocks, and collaboration permissions that determine what users can do with Smart Notes created by other users in the organization.

Practifi Administrators can enable the following permissions:

  • Enable PDF Export: This is a firm-wide setting that allows Smart Notes to be exported as PDFs. In addition to turning on the setting, a Practifi Administrator must add a URL as a trusted domain for Visualforce Pages in Salesforce Setup. For more information, see the Enabling PDF Export section below.
  • Shared Note Access: Determines what users can do with Smart Notes created by others (all users have full access to their own Smart Notes):
    • View Only: Users can read Smart Notes but cannot edit or comment on them.
    • Comment: Users can read and add comments, but cannot edit content.
    • Edit: Users can read, comment, and edit Smart Notes created by others.
  • Library Administrator: Users with this permission can create and edit all templates and content blocks, regardless of their assigned divisions. This permission does not allow them to configure settings such as notifications and user permissions; those require the System Administrator profile.
  • Division Library Manager: Users with this permission can create templates and content blocks, and edit those they have access to, based on their assigned divisions. When assigning templates and content blocks to divisions, they can only assign them to divisions they are members of.

Using the Permissions Tab

The Permissions section displays two tables for managing different types of permission assignments:

  • Permission Set Groups: Displays predefined groups within your organization (e.g., Practifi - Administrator and Practifi - Standard User) with permission controls for each group. This allows you to assign permissions in bulk to groups of users.
  • User Permissions Table: Displays individual users with permission controls for targeted assignment. Use the search functionality to find specific users by name or email.

Both tables include the same permission columns:

  • Shared Note Access: Controls what users can do with Smart Notes they didn't create (View Only, Comment, or Edit).
  • Library Administrator: Full template and content block management across all divisions.
  • Division Library Manager: Template and content block management within assigned divisions only.

Assigning Permissions

Here are some tips for handling Smart Notes permissions:

  • Group Assignment: Use the Permission Set Groups table to assign permissions to entire groups at once. This is efficient for standard permission patterns where most users in a group need the same access level.
  • Individual Assignment: Use the User Permissions table to assign permissions to specific users. The user search allows you to find and assign permissions to targeted individuals who need different access than their group assignment.
    • Permission Combinations: Users can have multiple permissions assigned to them. For example, a user might have both Library Administrator permission and Edit permission for shared notes. The system combines permissions to give users the highest level of access granted to them.

Enabling PDF Export

To enable Smart Notes to be exported as PDFs in your Practifi organization:

  1. On the Permissions tab under General Settings, toggle on the Enable PDF Export setting.

  2. Select and copy the URL listed in the orange notification below the toggle. You will use this in a subsequent step.

  3. Go to Salesforce Setup by clicking the gear icon and selecting Setup.
  4. Use the Quick Find search to search for and select Session Settings.

  5. Scroll up to the Trusted Domains for Inline Frames section and click the Add Domain button.

  6. On the following screen, paste the URL you copied in Step 2 into the Domain field.

  7. Click Save.

Optional Configuration Steps

The following enablement instructions are not required, but they can make it easier to view Smart Notes across your organization.

Adding Smart Notes to the Navigation Menu

The Smart Notes navigation item is not added to the Navigation menu by default in any app. A Practifi Administrator will need to do this manually. Admins should add the Smart_Notes Lightning page to apps like the Advisor app for end users. The Smart_Notes_Settings Lightning page should be added to the Settings app for System Administrators.

Adding the Smart_Notes Lightning Page Steps

To add the Smart Notes item to the Navigation menu:

  1. Navigate to Salesforce Setup by clicking the gear icon and selecting Setup.

  2. Use the Quick Find search to search for and select Lightning App Builder.

     

  3. On the Lightning App Builder page, scroll down or click the S shortcut at the top of the screen.

    Screenshot 2025-09-22 112824.png

     

  4. Click the View hyperlink next to the Smart Notes item with the name Smart_Notes.

    Please note: Do not click the View link for the Smart_Notes_Settings item.

  5. In the Lightning App Builder, click the Activation... button.

     

  6. In the Activation: Smart Notes window, you have the option to click the Change... link in the Icon section and select a custom icon for the Smart Notes navigation item.

  7. Click the Lightning Experience tab.

     

  8. On the Lightning Experience tab, select the Advisor app and click the Add page to app button.

     

  9. The Smart Notes item appears in the list with up and down arrows. You can select where the Smart Notes item appears in the menu by dragging and dropping it within the list.

    Please note: The Navigation menu displays only the first 16 items. This means adding the Smart Notes item might push another item out of the menu.

  10. After adding the Smart Notes navigation item to the Advisor app, a checkmark appears next to the Advisor app.
     

     

  11. Repeat Steps 8-10 to add the Smart Notes navigation item to any of the following apps:
    • Client Service
    • Compliance
    • Data Management
    • Management
    • Marketing
    • Team Member
  12. Click Save in the Activation: Smart Notes window.
  13. Click Save on the Lightning App Builder screen.

Upon launching the app(s) where you made the change, you should now see the Smart Notes item in the Navigation menu.

Please note: You might need to clear your cache and cookies or use a private browsing window to see the updated Navigation menu.

 

Adding the Smart_Notes_Settings Lightning Page Steps

To add the Smart Notes Settings page to the Navigation menu for the Settings app:

  1. Navigate to Salesforce Setup by clicking the gear icon and selecting Setup.

  2. Use the Quick Find search to search for and select Lightning App Builder.

     

  3. On the Lightning App Builder page, scroll down or click the S shortcut at the top of the screen.

     

  4. Click the View hyperlink next to the Smart Notes item named Smart_Notes_Settings.

    Please note: Do not click the View link for the Smart_Notes item.

  5. In the Lightning App Builder, click the Activation... button.

  6. In the Activation: Smart Notes window, you have the option to click the Change... link in the Icon section and select a custom icon for the Smart Notes navigation item.

  7. Click the Lightning Experience tab.

  8. On the Lightning Experience tab, scroll down and select the Settings app, then click the Add page to app button.

  9. The Smart Notes item appears in the list with up and down arrows. You can select where the Smart Notes item appears in the menu by dragging and dropping it within the list.

  10. After adding the Smart Notes navigation item to the Settings app, a checkmark appears next to the Settings app.

  11. Click Save in the Activation: Smart Notes window.
  12. Click Save on the Lightning App Builder screen.

Upon launching the Settings app, you should now see the Smart Notes item in the Navigation menu.

Navigation Menu Troubleshooting

If you do not see the Smart Notes item in the app's Navigation menu after following the steps above, this could be due to a Salesforce cache issue. This means you've completed the action, but Salesforce may be reading from temporary storage. 

To address this issue, try the following steps:

  • Refresh the page.
  • Edit the Navigation menu and ensure that the Smart Notes item is not in the last 11 navigation items. If it is within the last 11 items, move it higher in the list.
  • Log out and log back in.
  • Close the browser and reopen (or open in a private browsing window).
  • Empty your browser cache and do a hard refresh:
    • Enable Developer mode (F12), right-click the Refresh button in your browser, and select Empty Cache and Hard Refresh/Reload.
  • Clear the Salesforce Platform cache:
    • In Salesforce Setup, go to Platform Cache, click the Default hyperlink, then click the Clear Cache button.

Adding the Smart Notes Component to the Utility Bar

You can add the Smart Notes component to the utility bar at the bottom of the Practifi screen, along with Tools & Resources and History. The Smart Notes component is not added by default; a Practifi Administrator can add it manually.

Adding the Smart Notes Utility Bar Component Steps

To add the Smart Notes component to the utility bar:

  1. Navigate to Salesforce Setup by clicking the gear icon and selecting Setup.

  2. Use the Quick Find search to search for and select App Manager.
     

    Screenshot 2025-09-18 103028.png

     

  3. On the Lightning Experience App Manager screen, click the caret on the far right of the Advisor row, then select Edit. The Lightning App Builder opens.
     

    Screenshot 2025-09-18 103451.png

     

  4. In the Lightning App Builder, select the Utility Items (Desktop Only) tab.
     

    Screenshot 2025-09-18 103830.png

     

  5. On the Utility Items screen, click the Add Utility Item button, then search for and select Smart Notes Global View.
     

    Screenshot 2025-09-18 104018.png
  6. On the Smart Notes Global View Properties screen, enter the following:
    • Label: Smart Notes
    • Icon: contract_doc
    • Panel Width: Leave as 340
    • Panel Height: Leave as 480
    • Start Automatically: Checked

    • Display Mode: small

      Screenshot 2025-09-24 114234.png
       

      Please note: Changing the icon is optional, but it makes the component easier to see on the screen. Leaving the Display Mode set to Auto may lead to text display issues in the Smart Notes utility bar component. Set the Display Mode to Small to ensure the component behaves as expected.

  7. Click Save.
  8. Repeat steps 3-7 for any other Practifi apps where you want the Smart Notes component to appear in the utility bar.

After following the steps above, you should see the Smart Notes component in the utility bar.

Please note: We have intentionally removed the ability to open the Smart Notes utility bar component in a new window, as it caused functional issues. This is a limitation of the Salesforce platform.

Adding the Smart Notes Component to Custom Page Layouts

With the Sauvignon Blanc release, the Smart Notes component has been added to the following pages by default:

Page Layout

Section

 Display Mode
Practifi - Client Record Page Overview Compact
Practifi - Client Record Page Documents Comfy
Practifi - Entity Record Page Overview Compact
Practifi - Prospect Record Page Overview Compact
Practifi - Event Record Page Right side panel Compact
Practifi - Event Record Page Notes & Files tab Comfy
Practifi - Event Deliverables Record Page Right side panel Compact
Practifi-Task Record Page Right side panel Compact
Practifi-Task Record Page Notes & Files tab Comfy

If your organization has customized any of the above page layouts, a Practifi Administrator must add the Smart Notes component to make it visible to end users.

Client/Entity/Prospect Record Page Steps

To add the Smart Notes component to a custom Client, Entity, or Prospect page layout:

  1. From a Client, Entity, or Prospect record page, click the gear icon and select Edit Page. The Lightning App Builder opens in a new tab.

     

  2. On the left-hand side of the Lightning App Builder, use the Search field to search for Practifi - Smart Notes List.

     

  3. Drag and drop the Practifi - Smart Notes List component into the Notes & Files section. 

    Please note: You will need to add this component to all instances of the Notes & Files accordion on the page layout.

  4. The Smart Notes component should be selected in the page layout. In the Properties panel on the right-hand side of the screen, check the Wrap in Card box.

  5. Set the Display Mode to compact.

  6. Scroll down to the Documents section.
  7. Add a custom tab called Smart Notes.
  8. Drag and drop the Practifi - Smart Notes List component into the Smart Notes tab.
  9. The Smart Notes component should be selected in the page layout. In the Properties panel on the right-hand side of the screen, check the Wrap in Card box.

  10. Set the Display Mode to comfy.

  11. Click Save and activate the page.
  12. Repeat steps 1-5 for other custom page layouts if necessary.

 

Event/Event Deliverables Record Page Steps

To add the Smart Notes component to a custom Event page layout:

  1. From an Event record page, click the gear icon and select Edit Page. The Lightning App Builder opens.
     

     

  2. On the left-hand side of the Lightning App Builder, use the Search field to search for Practifi - Smart Notes List.
  3. Drag and drop the Practifi - Smart Notes List component into the Notes section in the right side panel.
     
  4. The Smart Notes component should be selected in the page layout. In the Properties panel on the right-hand side of the screen, check the Wrap in Card box.

  5. Set the Display Mode to compact.

  6. Click on the Notes & Files tab.
  7. Drag and drop the Practifi - Smart Notes List component at the top of the Notes & Files tab.
  8. The Smart Notes component should be selected in the page layout. In the Properties panel on the right-hand side of the screen, check the Wrap in Card box.

  9. Set the Display Mode to comfy.

  10. Click Save and activate the page.

  11. Repeat the above steps for the Practifi - Event Deliverables Record Page layout.

     

Task Record Page Steps

To add the Smart Notes component to a custom Task page layout:

  1. From a Task record page, click the gear icon and select Edit Page. The Lightning App Builder opens.

  2. On the left-hand side of the Lightning App Builder, use the Search field to search for Practifi - Smart Notes List.

  3. Drag and drop the Practifi - Smart Notes List component into the Notes section of the right-side panel.

  4. The Smart Notes component should be selected in the page layout. In the Properties panel on the right-hand side of the screen, check the Wrap in Card box.
  5. Set the Display Mode to compact.
  6. Click on the Notes & Files tab.
  7. Drag and drop the Practifi - Smart Notes List component at the top of the Notes & Files tab.
  8. The Smart Notes component should be selected in the page layout. In the Properties panel on the right-hand side of the screen, check the Wrap in Card box.
  9. Set the Display Mode to comfy.
  10. Click Save and activate the page.
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